21R0203_Attachment A 17 - Deliverables.pdf

AIR Card® Deliverables

Section Deliverable Frequency Due Date/Instructions Deliver to Refunds Refund Calculation Reports Quarterly 5th calendar day following fiscal reporting period PM and COR

Refunds Refund Remittance for Fuel Quarterly 2 business days following PM approval AIR Card® Fuel Refund Remittance Instruction

Refunds Refund Remittance for Ancillary Quarterly 2 business days following PM approval AIR Card® Ancillary Refunds Remittance Instruction

Refunds Refund Payment Confirmation Quarterly 2 business days following PM approval PM and COR

Transition Account Setup 2 months prior to start of the transactional period of performance.

PM, KO, and Government Test Group

Transition Account Activation Not earlier than the transactional period of performance.

AIR Card® EAS users

Transition Electronic Access System 2 months prior to start of the transactional period of performance.

PM, KO, and Government Test Group

Transition Data Transmission and Storage 2 months prior to start of the transactional period of performance.

PM, KO and Government Test Group

Transition Card Delivery 25 calendar days prior to transactional period of performance.

Account card shipping address or as specified by PM

Transition Training Materials 2 months prior to start of the transactional period of performance. Obtain PM approval prior to publishing training materials.

PM

Transition Training Sessions EAS training sessions

Upon PM request Contractor presents training of EAS functionality in person at customer facility, contractor facility or webinar as requested by PM

EAS users

Transition Payment and/or Card Acceptance Comprehensive list of merchant coverage

Upon PM request 90 calendar days after contract award the Contractor shall provide a comprehensive list of merchant coverage and (2) business days following PM request. The PM may revise the list content anytime during the performance period and the Contractor shall deliver the updated list within 3 business days.

When PM requests an updated list, during the contract performance period, the Contractor shall deliver within 2 business days.

PM

Transition Contractor Readiness Self-Assessments

Prior to the start of the transactional performance period.

Prior to start of transactional period of performance.

PM

KO approval

Transition Kick-Off Forum Presentation Packages Prior to the Kick-Off Forum Review by PM: 5 business days after notification of contract award.

Distribution: Day of AIR Card® Kick-Off Forum

PM

COR

Transition Post Contract Transition Upon KO written notice 6 months prior to the contract expiration date, Contractor provide phase-out services.

KO

Transition Contract Close-Out Requirements Expiration date of Contract, contractor shall deactivate/close all AIR Card® accounts.

PM

COR

KO

Purchase Solutions Purchase Solutions Contractor shall submit practical purchase solutions with proposal and during contract performance period.

PM

COR

Card Requirements AIR Card® Design Three sample card designs Final card design

Contractor shall revise upon PM request The Contractor shall submit three sample card designs 30 calendar days after contract award.

The final design due 60 calendar days after contract award for written PM approval.

PM

COR

Card Requirements Back Side of AIR Card® AIR Card® magnetic stripe layout

Upon PM request The Contractor shall provide the magnetic stripe layout within 1 business day

PM

Card Requirements Sample Card Requirements Sample card(s)

Upon PM request 1 business day Address provided by PM

Card Requirements Vanity Card Requirements Vanity card(s)

Upon PM request 1 business day Address provided by PM

Card Requirements Card Quality Assurance Quality assurance checks

Upon PM request The Contractor shall perform and pass pre-approved quality assurance checks on all AIR Cards® during contract performance period. Upon PM request, contractor shall provide detailed QA checks and results within 2 business days.

PM

Card Requirements Card Quality Assurance Plan

Upon PM request QA plan due 6 weeks after contract award. PM

Card Requirements Card Issuance and Delivery Upon approval of card request Same business day of approval As specified by the account/customer

Card Requirements Card Issuance and Delivery Test plan and successful results

Upon PM request The Contractor shall deliver the test plan with successful results that ensure the purchase tools are operational 2 months prior to start of performance period.

PM

COR

Card Requirements Card Packaging Card user guides are Issued with each card and upon customer request

Same business day when card approved or customer request

Same business day of card approval or customer request

PM approval due 2 months prior to contract performance period.

As specified by the account/customer

Customer Invoice Customer Invoice The Contractor shall generate an invoice at the end of each billing cycle.

Email invoices within 1 calendar day following end of billing cycle

Day and time contractor billing cycle ends

The Contractor shall email invoices to the customers that have selected this delivery method within 1 calendar day following end of billing cycle.

The Contractor shall provide the day and time the weekly billing cycle occurs.

As specified by the account/customer

Customer Invoice Customer Invoice Application of credits to customer account

Same billing cycle the credit is processed The Contractor shall apply all credits to customer account within the same billing cycle the credit is processed

Customer account

Customer Invoice Customer Invoice Draft of customer invoice Final customer invoice approved by PM

Draft due 1 month prior to start of contract performance period.

Revisions complete within 5 business days

The draft customer invoice is due 1 month prior to the start of the contract performance period.

Revisions requested by the PM shall be complete within 5 business days.

PM and PM approval

Delinquency Control Delinquency Control Delinquency balance report

Upon PM request Delinquency balances reported by BOS and account due 2 calendar days upon request from PM

PM

Delinquency Control Reconciliation Assistance Reconciliation assistance procedures

2 months prior to start of contract performance period

Reconciliation Assistance Procedures due 2 months prior to start of contract performance period.

Revisions due 25 calendar days prior to implementation for PM approval

14th business day after dispute initiation, unresolved dispute transaction charged back during the current billing cycle.

Contractor revisions due 25 calendar days prior to implementation for approval by

PM.

On the 14th business day following dispute initiation, unresolved disputed charged back during the current billing cycle. Email with dispute details to PM, COR.

Foreign Currency Conversion Foreign Currency Conversion Bank name and evidence of conversion rates

3 months prior to start of the contract performance period

3 business days upon PM request

The Contractor shall deliver the bank name and complete evidence of the conversion rates 3 months prior to the start of the contract performance period and within 3 business days upon PM request.

PM

Merchant Acceptance Merchant Acceptance Merchant recruitment upgrade plan

Upon PM request 90 calendar days after contract award

Merchant recruitment upgrade plan, 90 calendar days after contract award and as revised. Revisions shall be provided to PM with 5 business days.

PM

COR

Merchant Acceptance Merchant Acceptance Upload to transaction the merchant proper invoice documentation

24 hours of contractor receipt Upload merchant proper invoice documentation 24 hours of receipt

EAS

Merchant Acceptance Merchant Acceptance Comprehensive list of current global merchant coverage

30 calendar days after contract award

2 business day following PM request

Comprehensive list of current global merchant coverage 30 calendar days following contract award and 2 business days upon PM request

PM

COR

Merchant Acceptance Merchant Acceptance Merchant agreements and merchant onboarding packages

2 business days following PM request 30 calendar days after contract award

The Contractor shall provide merchant agreements and merchant onboarding packages to the PM for revising/approval 30 calendar days after contract award and 2 business days upon PM request.

PM

COR

Merchant Acceptance Price Reasonableness Plan 5 business days following PM revisions Contractor’s price reasonableness plan is due with proposal.

The Contractor shall implement the price reasonableness plan 5 business days following PM revisions.

PM

Contractor Personnel Replace Key Personnel Key personnel removed, resign, replaced, or reassigned permanently or temporarily

See Due Date/Instructions 10 business days before key personnel are removed, resign, replaced, or reassigned permanently or temporarily.

PM

KO

Contractor Personnel Replace Key Personnel Key personnel qualifications

Prior to filling key personnel role See Due Date/Instructions

Potential key personnel qualifications submitted for PM and KO approval.

Contractor Personnel Additional Contractor Personnel Support personnel resumes

Support personnel no longer support the program or contract.

Support personnel roster

See Due Date/Instructions

Contractor shall inform and provide support personnel resumes within 2 business days.

Contractor shall report when support personnel no longer support the contract within 2 business days.

Contractor shall provide an updated support personnel roster within 5 business days prior to contract performance period and 5 business days when new support personnel are assigned.

Customer Service Customer Service Report Due 4pm ET every Friday Customer Service Report containing customer service inquiries and resolutions.

Customer Service Customer Service Metrics Semi annual Contractor shall develop customer service metrics. Contractor shall implement PM or KO revisions within 30 business days.

Training Electronic Access System Training Conference attendance, training and marketing materials, tutorials, user guides

See Due Date/Instructions PM shall review/approve all Contractor conference attendance, training, marketing materials and methods 10 business days prior to training, distribution, and presentation. PM revisions to materials shall be made by Contractor within 2 business days and prior to usage.

EAS tutorials, user guides shall be reviewed and approved by PM prior to use and posting.

PM

COR

Training Training Conference training Presentation materials

PM request/PM approval See Due Date/Instructions

Contractor shall provide conference training only when requested by PM.

Presentation materials submitted to PM for approval 2 weeks prior to training date.

PM

COR

Marketing Marketing Plan Survey results Contract materials that reference the AIR Card® program Document summarizing contractor and industry discussions

See Due Date/Instructions Contractor marketing plan due 60 calendar days following start of contract performance period and 3 days following Contractor updates

Original unaltered survey results due 2 business days after Contractor receipt.

Contractor materials that reference the AIR Card® program shall be approved by PM prior to usage or distribution.

Document providing a detailed summarization of Contractor AIR Card® discussions at aviation industry tradeshows, merchant meetings delivered within 5 business days of event.

Tax Exempt and Tax Reclamation Tax Exempt Status Exemption documentation

1 business day following PM or KO request Contract shall distribute exemption documentation to merchant(s).

Applicable merchant

PM

Tax Exempt and Tax Reclamation Tax Reclamation Merchant documents

10 business day following PM or DLA Energy Tax team request

Contractor shall provide merchant documents within 10 business days. If merchant requires additional time to deliver documents, Contractor shall provide new delivery date to requestor (PM or DLA Energy tax team).

PM

DLA Energy Tax Team

Software Quality Assurance Quality Assurance Software quality defect report

2 business days following PM request and when defects are identified by Contractor

Software quality defect report due within 2 business days upon PM request and when contractor identifies defects.

PM

COR

Software Quality Assurance Test and Evaluation Master Plan See Due Date/Instructions Due 90 calendar days after contract award and every FY quarter. FY quarter due dates are the 5th calendar day of January, April, July and October.

PM

COR

Software Quality Assurance Defect Management Plan See Due Date/Instructions Defect Management Plan due 90 calendar days after contract award and then annually on the 15th calendar day of October.

Software Quality Assurance Web Application Security and Systems Security Vulnerabilities Test Plan

See Due Date/Instructions Test plan is due 90 calendar days after contract award and then annually on the 15th calendar day of October.

PM

COR

Software Quality Assurance Risk Mitigation Assistance Risk mitigation solution

See Due Date/Instructions Risk mitigation solution due 90 calendar days following contract award and 3 business days following PM request.

PM

KO

Continuity of Operations Continuity of Operations Contingency plan

With proposal and annually on June 30 Contingency Plan due with proposal and annually on June 30th.

PM

KO

Continuity of Operations Continuity of Operations Annual contingency test report

Annually on June 30 Annual Contingency Test Report due annually on June 30th.

PM

KO

Electronic Access System Data Dictionary See Due Date/Instructions Due 60 calendar days following the start of contract performance period.

Updates are due within 3 calendar days

PM

COR

Electronic Access System Available 24/7/365 The Contractor shall inform the PM 30 days in advance of system downtime.

Downtime for cases of routine maintenance or periodic upgrades. The Contractor shall post the downtime notice on the EAS dashboard 30 days in advance of downtime.

PM

COR

Electronic Access System Reporting (Standard) Standard reports due 3 months prior to the start of the contract performance period.

Report corrections due 5 business days following PM or KO notification.

Electronic Access System FBO Locator Due the first day of every December and June during the contract performance period. Contractor shall provide an email confirming accurate FBO locator information.

PM

COR

Electronic Access System FBO Locator Contractor shall post to the FBO locator the Canadian Bulletin and into-plane contracts/modifications the day received.

PM

COR

Electronic Access System FBO Locator Contractor email address due 60 days following contract award.

PM

COR

Electronic Access System FBO Locator Merchant discount plan

Upon PM request Merchant discount plan due 90 calendar days following contract award. Revisions complete within 5 business days.

PM

Transaction Authorizations Transaction Authorizations Transaction authorization controls, specifications, and merchant test plan

Upon PM request and upon Contractor updates.

Transaction authorization controls, specifications, and merchant test plan due 90 calendar days following contract award and updates due NLT 30 calendar day prior to contract performance period.

PM

Processing Transactions Processing Transactions Quality controls for manual transaction process

Upon PM request and upon Contractor updates.

Quality controls for manual transaction process due 30 calendar days prior to contract performance period. Contractor recommended updates due 5 business days prior to update for PM approval.

PM

Data and System Management Data Management

Refresh production data to the beta and training environments.

Technical architecture and infrastructure document(s)

Upon PM request and semi-annually.

Contractor shall propose semi-annual refresh schedule.

See Due Date/Instructions

Contractor refresh production data to beta and training environment semi-annually.

Contractor shall propose schedule.

Technical architecture and infrastructure document due 30 calendar days following contract performance period and 5 business days following updates.

Security Requirements Security Requirements Security plan, system security plan, contingency plan, vulnerability scan report, privacy impact assessment, PCI DSS Attestation, penetration test results, vulnerability scan results, security management plan, ROC, AOC

See Due Date/Instructions Security Plan, System Security Plan, Contingency Plan, Vulnerability Scan Report, Privacy Impact assessment due 90 days after contract award. Security Assessment Report and Penetration Test Report due 160 after contract award.

Security Plan due annually by December 15 Risk Assessment report due annually December 15 PCI DSS Attestation, penetration test results, vulnerability scan results, and security management plan due annually by December 15th

Contractor approved usage of service providers shall provide ROC or AOC annually by December 15th.

Security Requirements Security Requirements PCI DSS attestation of compliance PCI report of compliance and supporting artifacts

Upon PM request PCI DSS Attestation of Compliance due contract award.

PCI Report of Compliance and supporting artifacts due contract award and 5 business days following yearly completion

Security Requirements Personnel Security Governance Training, key and supporting personnel NDAs, data classification and data use policy

See Due Date/Instructions Contractor training due 30 calendar day of contract award. Revisions due within 5 business days.

Contractor key personnel and support personnel NDAs provided to PM prior to access to AIR Card® data and systems.

Data classification and data use policy due 30 calendar days of contract award.

PM

COR

KO

Product and Service Controls Product and Service Controls Aviation industry standardized product and service list and definitions.

Standardized aviation industry product/service codes

See Due Date/Instructions Aviation industry standardized product and service list and definitions due with proposal.

Standardized aviation industry product/service codes due with the proposal.

Updates due within 3 business days of industry change for PM approval.